ForKids is hiring: Office Administrator in Chesapeake

Job Details

Job Location: The Landmark Center - Chesapeake, VA

Position Type: Full Time

Education Level: High School

Salary Range: $17.78 - $22.11 Hourly

The Office Administrator serves as the welcoming face of the organization, ensuring a positive first impression for all visitors. The role manages front desk responsibilities including answering calls, granting building access, and performing a variety of administrative tasks to support the agency operations and the Development team.

Responsibilities

Administrative

• Clearly answer and disperse all incoming calls and take written messages when needed.
• Maintain security of agency entrance door by buzzing people in.
• Engages warmly and professionally with customers and visitors, providing prompt assistance, answering inquiries, and ensuring a welcoming and positive experience.
• Prepare and maintain staff, intern, and visitor sign-in logs.
• Update and distribute agency call list on a regular basis.
• Maintain a log and distribute visitor and vendor badges for the building.
• Assist Development Department in issuing and distributing donation receipts for in-kind items; maintain in-kind donation log; instruct volunteers on entering item donations; store items in donation room.
• Keep a log (donor name / date / amount / check #) of all checks and cash received at front door via walk-ins or via U.S. mail.
• Copy and scan all donation documentation into Sharepoint for entry into Salesforce.
• Write receipts for all rent/deposit payments, cash, and gift card donations received at administrative office; make copies of donations and bring monetary gifts to Finance Department.
• Prepare and distribute incoming and outgoing mail, shipments, and faxes.
• Place bi-weekly supply orders for all locations to ensure adequate supply of cleaning, paper, and office supplies according to yearly budget and maintain janitorial supply spreadsheet.
• Oversee and coordinate purchase orders for agency supplies and other purchases as needed.
• Maintain neat and clean appearance in reception area and staff workroom.
• Maintain postage machine by keeping it updated with postage rates; add postage regularly and order ink as needed and enter purchase orders for the leased equipment fees.
• Manage and maintain agency copiers; call for copier maintenance/repair when needed; train other staff members in the use of copiers. Order supplies for copiers as necessary.
• Supports staff in the planning, coordination, and successful execution of seasonal programs, including Thanksgiving baskets, Holiday toy drive, Back to School initiatives, as well as other special events and the daily needs of program participants.
• Oversees inventory and sales of agency-branded t-shirts, and maintains accurate tracking of agency equipment, including laptops, cables and supplies such as letterhead and printed envelopes.
• Assists with various Development tasks including handwritten notes to donors, processing and mailing letters, special event projects, unloading, loading, and picking up incoming and outgoing donations, entering grant awards and completed letters into Salesforce, and reconciling credit card statements with purchase orders submitted.
• Provides guidance and training to front desk volunteers as needed.

Customer Service

• Provide service to internal and external customers according to standards as outlined in ForKids Customer CARE Manual.

Financial Management

• Use agency resources (financial and non-financial) prudently.
• Acknowledge and follow financial policies of the agency.

Grants Data Management

• Accurately complete all required data reporting in accordance with established guidelines.

Community Engagement

• Participate in development and fundraising activities as needed and requested (ex: meeting with donors, attending fundraising events).
• Regularly engage, support and collaborate with volunteers to provide a meaningful experience

Qualifications

Education and Experience: Must possess a high school diploma or GED and demonstrate 3 to 4 years of professional experience in office or administrative roles.

Essential Functions, Knowledge, Skills and Abilities

• Knowledge of Microsoft Office programs and the internet.
• Knowledge of the basic principles of customer service.
• Skilled at active listening, time management, speaking to others, critical thinking, problem solving, and reading comprehension.
• Demonstrates a high level of professionalism in all interactions, maintaining confidentiality, exercising sound judgment, and representing the organization with integrity and respect.
• Ability to communicate ideas so others will understand.
• Ability to enter data accurately and efficiently.
• Ability to lift at least 25 lbs, bend, crouch, sit for long periods, walk daily, and climb ladders and stairs occasionally.
• Ability to see details at close range (within a few feet).
• Valid driver’s license with no more than three minor moving violations and/or accidents combined within the last 3 years, and no major moving violations in the past three years.